2019 ELCA Churchwide Assembly Expense Report Form

Please read prior to completing the ELCA Expense Report Form.

Find a link to a fillable PDF of the expense form at the bottom of this page, in the section called, "Web Pages." At the bottom also find instructions for filling, emailing or printing this form.

Voting and advisory members that are driving to the ELCA Churchwide Assembly will be reimbursed at the current IRS rate for mileage, along with the cost of tolls and parking, up to the lowest available advanced airfare. In no case may this reimbursement exceed $350.00 without prior approval.

For example:
If a round-trip airfare between your home and Milwaukee, WI costs $300.00, and the cost for you to drive (including tolls and parking) is $400, you can only be reimbursed $300.00. The lowest available airfare for each traveler is established by the ELCA approved travel agent.
The maximum total driving reimbursement amount is $350, even if the lowest airfare is greater.

Meals reimbursement:
Once you've completed the registration process upon your arrival you will receive a debit card with a pre-determined amount that you can use for lunch on Monday, breakfast Tuesday – Saturday, as well as dinner on Thursday evening. You do not need to provide receipts or submit any expense reports related to this spending. These cards are not to be used for offerings, donations or any other incidentals, these cards may also not be used for alcohol related purchases. The un-spent balance on the card will be credited to the Churchwide Organization, we ask that you destroy the card once you have completed your return travel home. We will also reimburse meals related to your travel to the CWA, reimbursement will be made through an Expenses report. You may use the debit card to pay for meals on your return travel home.

If you are assigned to the Hilton Milwaukee City Center, please park in the hotel ramp and notify the hotel you need parking added to your room. We have negotiated a reduced parking rate of $1 per day at this hotel.

If you are assigned to the Hyatt Regency Milwaukee, or are commuting to the Assembly, we have negotiated discounted parking rates at the Wisconsin Center ramp (615 N. 4th St., Milwaukee, WI 53203). Please follow the below instructions to receive the discounted rate;

Overnight Guests:
• Park car (remember license plate)
• Go to pay station in the elevator lobby on the ground level
• Enter license plate
• Select “ELCA Staff" rate
• Enter coupon code: STAFF
• Choose to print a receipt. (not necessary to display on your dash)
• You will be validated until you leave

Daily attendees:
• Park car (remember license plate)
• Go to pay station in the elevator lobby on the ground level
• Enter license plate
• Select “$5 for 24 Hours" rate
• Enter coupon code: ELCA19
• Choose to print a receipt. (not necessary to display on your dash)

If you park in another lot other than what is listed here your parking will not be reimbursed. As always we highly encourage those that are driving to carpool with other voting members where possible.

When completing the ELCA Expense Report Form, please remember:
• All expenses are to be submitted by August 31st, 2019
• All original receipts must accompany the form to substantiate the expense
• Person submitting the request must sign the form
• No expense greater than 60-days old can be reimbursed

Return your signed expense report and receipts by August 31st, 2019 to:

Evangelical Lutheran Church in America
c/o Dana Adams
8765 W. Higgins Road
Chicago, IL 60631

While at the event, please stop by the registration booth. After the event, call 1-800-638-3522 ext. 2911.

Note: to fill out this form using the iPad, you should have Adobe Acrobat Reader installed. Select the ... (dot-dot-dot) menu in the lower right hand corner while you are viewing the form in the Guidebook app. Then select "Export PDF" and select "Copy to Acrobat." That will open the fillable form in Acrobat Reader. To fill out the form electronically you need to open it in Acrobat Reader, not just a web browser. From Acrobat Reader you can print the file or share it via email. On an Android tablet, the form should open in Acrobat Reader right away, if that is installed.